FAQs for Managers

Click on the most frequently asked questions below to view the answers.
Participant Q & A from Managers and Supervisors Role in Ensuring Accountability in Timekeeping Training Sessions.

 Employee Role - Timecard Tasks Manager Role - Managing Employee Timecards
Accessing MCtime Access & View Timecard
Editing My Timecard Reviewing Employee Timecards
Paycodes in MCtime Job Aids and Checklists
Transfers in MCtime Deadlines to Approve Employee Timecards
Reviewing My Timecard How to Approve Employee Timecards
Approving My Timecard Pay Code Moves
Schedules in MCtime Changing Overtime Pay to Comp Leave Earned
Overtime Hours in MCtime Changing Comp Leave Earned to Overtime Pay
Multilingual Pay Fixing a Pay Code Move
Leave Balances in MCtime Correcting a timecard NOT Signed Off by Payroll
Correcting a timecard Signed Off by Payroll
Employee is my Direct Reports but has Transferred, Retired or Terminated


Accessing MCtime  Editing my timecard Paycodes in MCtime Transfers in MCtime Reviewing My Timecard Approving My Timecard Schedules in MCtime Overtime Hours in MCtime Multilingual Pay Leave Balances in MCtime MCtime Changes with Oracle Implementation Top

Accessing MCtime

How do I access MCtime?
  • MCtime is accessed through the web address www.montgomerycountymd.gov/mctime. Click on the ePortal link and log in using your regular County network id and password.
  • This is the same link that employees use to access their Oracle Employee Self- Service (ESS).
  • Click on the MCtime - Manager/Employee Access link.
How do I access MCtime from home?
  • You can access MCtime from home through www.montgomerycountymd.gov/mctime, just as you access MCtime from work.  Click on the ePortal link and log in using your County log in information.
  • Click on the first link, MCtime - Manager/Employee Access. 
 Do I need to have certain software on my PC to access MCtime from work or at home?
  • No software other than a web browser is required.  MCtime performs best with Internet Explorer version 5.5 or higher.  
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Editing My Timecard

How do I record leave used for a full day? 
  1. Add a new row to your timecard by clicking on the arrow, 
  2. In the new row, click on the drop down arrow in the Pay Code cell and select the appropriate pay code for the leave used,
  3. Input a full days' worth of hours (i.e., 8 hours) under the day you wish to record leave (ensure the hours are input in the new row), and
  4. Delete the Hours Worked for the day in the row that reflects your scheduled hours. 
  5. SAVE your changes.
How do I record leave used for a partial day?
  1. Add a new row to your timecard by clicking on the arrow. 
  2. In the new row, click on the drop down arrow in the Pay Code cell and select the appropriate pay code for the leave used,
  3. Record the amount of leave used for the day.  Make sure the hours are recorded in the new row that you added.
  4. Reduce the Hours Worked for the day in the row that reflects your scheduled hours.   
  5. SAVE your changes.
How do I record overtime hours worked?
  • Simply increase your Hours Worked. If the overtime hours need to be charged to a different Cost Center and Fund or Project and Task Code and/or Reason Code, you'll need to record the additional Hours Worked in a new row. 
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I'm unable to edit or update my timecard. What's wrong?
  • You likely can't edit your timecard because -
    1. You've already approved your timecard,
    2. Your supervisor has approved your timecard,  or 
    3. Payroll has signed off on your timecard. 
  • While viewing your timecard, check to see if it has been approved by yourself, a supervisor or by Payroll.  If you have already approved your timecard and your supervisor has not approved it yet, you can remove your approval and edit your timecard.  To remove your approval, click on the Remove Approval button.  You should now be able to edit your timecard.  You'll need to approve your timecard again once you complete the edits.
  • If a supervisor has approved your timecard and your timecard has NOT been signed off by Payroll, your supervisor will need to remove their approval and make the edits for you. Or, you can make the edits if you remove your approval as well.  Once the edits are completed, you and the supervisor will need to approve the timecard again.
  • If your timecard has been signed off by Payroll, edits to the timecard can no longer be made by you or the supervisor.  Changes to previous pay periods will need to be submitted via the  Timecard Correction Request for Prior Pay Period Form .  This form must be approved and submitted by a supervisor.  The form may be faxed to the Payroll Office at 7-8843 or emailed to the Payroll mailbox  [email protected].
Do I need to edit my timecard on a daily basis?
  • It is recommended you update your timecard on a daily basis to ensure your hours are recorded accurately. 
Changes have been made to my timecard previously, but now I don't see them.  What happened?
  • You must SAVE your changes to the timecard after you have performed one or more edits.  Unfortunately, MCtime does not automatically save changes for you; therefore, you must click on the Save button before you navigate away from your timecard or log out of MCtime.  Sometimes an employee will make a change in MCtime and before they get a chance to save the change, they'll get a phone call that lasts for more than 20 minutes or so.  If you're idle or inactive in MCtime for more than 20 minutes and have not saved your changes, you will automatically be logged out of MCtime and your changes will be lost.  We recommend that you save your changes often if you are making a lot of changes to your timecard.     
  • Make sure that your edits were made in the correct time period (Current Pay Period vs. Previous Pay Period).
  • Make sure that you're viewing your timecard for the correct time period (Current Pay Period, Previous Pay Period, etc).
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Pay Codes in MCtime

How do I know which Pay Code to use?
  • If you're not sure which pay code to use, check with your supervisor or your department's MCtime subject matter expert (SME). 
  • Refer to the Pay Code Description listing available on this website.  The listing will provide you with more information on each pay code. 
Is there a list of pay codes that includes a definition or description of each code? I tried to record leave (i.e., Annual, Sick, Comp Leave Used), but MCtime is telling me I don't have enough leave.  What do I do? 
  • MCtime will validate leave recorded in your timecard against your available leave balances and will not allow you to use leave that you don't have available.  If you don't have sufficient leave, MCtime will prompt you to edit your timecard and record the hours using another appropriate leave type that may be available. If you don't have any leave available for the situation, Leave Without Pay and AWOL - Absense without Leave are also available.  You'll want to check with your supervisor, however, before selecting one of these codes.    
I recorded 9 hours (or 10 or 12 hours) for a Personal Day and I received an error message.  What happened? 
  • When an employee on an alternative work schedule (i.e. a compressed schedule or a 4/10 work schedule) uses a Personal Day and records the day as 9 or 10 hours used, the Personal Day balance displayed in MCtime after the use of the day is updated incorrectly.  The incorrect balance will continue to display in MCtime until the next bi-weekly payroll is processed and the leave balances are correctly updated by the Oracle ERP system.  Employees should ignore any error messages received and verify that they have used no more than their true number of eligible Personal Days that were available for year.
  • For more information on recording Personal Days in MCtime, refer to the Personal Days Usage in MCtime document available on this website.
How do I record hours worked that are eligible for callback pay? 
  1. Add a row in your timecard and select the pay code called Callback Pay  
  2. Record the number of hours that you are eligible for callback pay.  Do not include these hours as Hours Worked.   
  3. Save your changes.
How do I record hours worked that are eligible for shift differential pay?
  1. Record ALL of your hours worked for the day as Hours Worked. 
  2. Add a new row to your timecard and select the appropriate shift differential pay code (i.e. SD3 - Shift Diff 2p-1059p, SD4 - Shift Diff 11p-5a). 
  3. Record the number of regular hours worked that are eligible for shift differential pay.  Shift differential pay must always be entered in addition to recording your hours worked
  4. If overtime hours are worked on the day, another row may need to be added to record the shift differential pay that applies to the overtime hours worked (i.e. SO3 - Shift Diff OT 2pm-1059p or S04 - Shift Diff OT 11p-5a).
  5. SAVE your changes.
Exception - Shift differential pay is automated for all DOT Transit Services Bus Operators and for all employees in the Police Department.  Shift differential pay should not be entered directly into the timecard for these employees. These employees will see the calculated shift differential pay hours by viewing the totals in their timecard.
How do I record hours worked that are eligible for stand by pay?
  1. Add a row in your timecard and choose the pay code called Stand By Pay.
  2. Enter the appropriate number of hours eligible for stand by pay.
  3. Save your changes.
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Transfers in MCtim e
What is a Transfer in MCtime?
  • A "transfer" is performed in MCtime when you need to charge hours to a Cost Center and Fund or Project and Task Code that is different from your "home" Cost Center and Fund or Project and Task Code that you are assigned to in the Oracle ERP system. 
  • Transfers are also performed by employees in some departments to add a Reason Code which defines why certain hours were worked.  For example, FRS employee's enter Reason Codes that explain the reason overtime hours were worked.
What is an account code?
  • An account code represents a Cost Center and Fund or a combined Project and Task Code with Expenditure Org. All employees are assigned a home account code in Oracle ERP.  Some employees are assigned to multiple account codes in Oracle ERP.  Most employees are assigned a home Cost Center and Fund account; however, employees that are assigned to a capital improvement project (CIP) or Grant are typically assigned a home Project and Task Code along with an Expenditure Org.  Your home account codes are not displayed in MCtime.  Ask your supervisor or your department HR Liaison if you need to know what your home account code is in Oracle ERP.
How do I charge hours to a different Cost Center and Fund?
  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Click on the magnifying glass in the same row in the Transfer column.
  3. The Transfer Selection box will open.   
  4. Inside the Transfer Selection box, search for the desired code.  Search for the Cost Center-Fund by entering  CC followed a space and then enter the cost center followed by an asterisk.  For example, to search for Cost Center 32160 and Fund 001, enter CC 32160* .  All cost center and funds that meet this search criteria will display.  Select the appropriate cost center and fund combination.    
  5. Click OK to return to the timecard.
  6. Upon returning to the timecard, you should see the new Cost Center and Fund combination displayed in the Transfer cell (i.e., //CC 32160-001////).  Record the hours worked that should be charged to this code.
  7. Decrease or delete the Hours Worked that are automatically charged to your "home" account code.     
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.   
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How do I charge time to a different Project or CIP Code?
  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Click on the magnifying glass in the same row in the Transfer column.
  3. The Transfer Selection box will open.   
  4. Search and select the appropriate Project-Task codes.
    • Inside the Transfer Selection box, search for the Project-Task code by entering  PT followed by a space and then enter the Project Code followed by an asterisk.  For example, to search for Project 0150701, enter  PT  0150701* .  All Project-Task codes that meet this search criteria will display.   
    • Select the appropriate Project-Task combination.
  5. An Expenditure Org MUST be entered whenever a Project-Task code is entered.  Search and select the appropriate Expenditure Org code.
    • Inside the Transfer Selection box, search for the desired code.  Search for the Expenditure Org by entering the code followed by an asterisk.  For example, to search for Expenditure Org 32000, enter  32000* .  The Expenditure Org should display.     
    • Select the appropriate Expenditure Org.
    • Verify that both the Project-Task and Expenditure Org codes have been selected.
    • Select OK to return to the timecard.
  6. You should see new Project-Task and Expenditure Org codes in the Transfer cell (i.e., //PT 0150701-20C.01/32000///) in the timecard.  Record the hours worked that should be charged to this code.
  7. Decrease or delete the hours that are automatically charged to your "home" account code.   
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.  
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How do I charge time to a grant funded account code?
In MCtime, you charge hours to a grant funded account code in the same manner as you would if you charged hours to a Project-Task and Expenditure Org.  Grants are set up as Projects and Tasks in Oracle ERP.  Follow the instructions above for charging time to a different Project or CIP code.  Remember, you will need to enter both a Project-Task AND Expenditure Org combination.    
My hours are normally charged to a grant funded account code.  How do I charge hours to a general fund account code?
Follow the instructions above for charging time to a different Cost Center and Fund.     
I need to charge my overtime hours to a different Cost Center and Fund.  How do I do that?
  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Enter the number of overtime hours worked in the new row.  Do not change the Hours Worked pay code.  Overtime hours worked are entered by using the Hours Worked pay code.
  3. Click on the magnifying glass in the same row in the Transfer column.
  4. The Transfer Selection box will open.   
  5. Search for the Cost Center-Fund by entering  CC followed by a space and then enter the cost center followed by an asterisk.  For example, to search for Cost Center 32160 and Fund 001, enter CC 32160* .  All cost center and funds that meet this search criteria will display.  Select the appropriate Cost Center and Fund combination.    
  6. Click OK to return to the timecard.
  7. Upon returning to the timecard, you should see the new Cost Center and Fund combination displayed in the Transfer cell (i.e., //CC 32160-001////).       
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.   
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I worked overtime and I need to charge the hours to a  Reason Code.  How do I do that?
  1. Click on the green arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Enter the number of overtime hours worked in the new row.  Do not change the Hours Worked pay code.  Overtime hours worked are entered by using the Hours Worked pay code.
  3. Click on the magnifying glass in the same row in the Transfer column.
  4. The Transfer Selection box will open.   
  5. Search for the Reason Code by clicking on the drop down arrow in the Reason Code box.  Scroll thru the list to find the appropriate Reason Code. 
  6. Select the desired Reason Code.     
  7. Click OK to return to the timecard.
  8. Upon returning to the timecard, you should see the Reason Code displayed in the Transfer cell (i.e., ////COR200//).       
  9. Click on the Save button to save the changes.    
  10. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected Reason Code.   
The Cost Center-Fund or Project-Task codes that I need are not available for me to select.  What do I do?
  • Contact your supervisor.  Your supervisor should verify that you are trying to enter the correct codes.
  • Call the IT Help Desk at 240-777-2828 for additional guidance.  A Help Desk ticket will be opened and routed to the appropriate functional or technical resource for resolution.
The Reason Code that I need is not available for me to select.  What do I do?
  • Contact your supervisor.  Your supervisor should verify that you are trying to enter the correct Reason Code. 
  • Call the IT Help Desk at 240-777-2828 for additional guidance.  A Help Desk ticket will be opened and routed to the appropriate functional or technical resource for resolution.
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Reviewing My Timecard

How do I know if what I've entered is correct?
  • Prior to approving your timecard for the pay period, review your timecard totals by clicking on the view Totals Summary link that appears above and below your timecard.
    • If you're a regular, full-time employee (and you're not a Montgomery County firefighter), the Total Hrs Toward Schedule amount must be 80.  You may not have  accounted for your hours properly if this number is more or less than 80.
    • Verify that any leave hours recorded are correct.
    • If you worked hours that should be paid as overtime, verify that the correct overtime pay or comp leave earned is reflected.  Notifiy your supervisor if a change in the form of payment (overtime pay to comp leave earned or vice versus) is requested.
    • Verify that your shift differential hours, if applicable, are correct and were only recorded based on actual hours worked.
    • Verify that multilingual pay was calculated by MCtime on your hours worked, if eligible.
    • If a transfer was performed to charge hours to a different account code, verify that the correct codes were entered, i.e. Cost Center-Fund or Project-Task, Expenditure Org (if a Project-Task was entered) and/or Reason Code. 
How can I verify that my hours have been charged to the proper account codes?
  • You can check to see what Cost Center-Fund or Project-Task codes (as well as Expenditure Org or Reason Codes) have been charged by reviewing your timecard totals that display when you click on the View Totals Summary link above your timecard. You can verify that any leave, all hours worked & hours transferred have been recorded properly and that MCtime has calculated the correct overtime or comp leave earned.     
  • Ask you supervisor to verify that the codes you entered are correct.
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 Approving (Signing) My Timecard

How do I approve or sign my timecard?
  1. Open your timecard in MCtime for the desired pay period.  Your timecard will always open up to the Current Pay Period.  If you're approving the timecard after the end of the pay period (i.e. on Monday after the end of the pay period), you'll need to change the Time Period to the Previous Pay Period.
  2. Click on the Approve button. 
Once your timecard is approved, the Approve button will change to Remove Approval.  If you need to remove your approval to make an edit to the timecard, you will need to click on the Remove Approval button.
What is the deadline for me to approve (sign) my own timecard?
Employees should approve their timecard prior to the close of business of their last day worked in the pay period.  An email notification will be sent to any employee that has not approved their timecard as of 11am on the Monday morning following the close of the pay period.  This email notification will be sent between 11am and noon and will remind you to approve your timecard as soon as possible. 
 I received an email notification reminding me to approve my timecard, but I already approved it.  What should I do?
  • Verify that you have approved your timecard for the Previous Pay Period (vs. the Current Pay Period) and approve it if you have not done so already.  You may still approve your timecard after receiving the notification.
  • For New Hires, the system displays a "partial" approval during the first pay period due to the actual hire date, typically Monday, occurring on a day other than the first day of the pay period (Sunday).
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What happens if I forget to approve my timecard?
  • If you are unable to approve your timecard, your supervisor may approve your timecard on your behalf.  Payroll will process an employee's timecard without an employee approval as long as a supervisory approval has been performed.   
What happens if I am unable to approve my timecard for the pay period?
  • Payroll will process an employee's timecard without an employee approval as long as a supervisory approval has been performed.   
Can I approve my timecard before the end of the pay period?
  • Yes, we recommend that all employees approve their timecard prior to the end of their last day worked in the current pay period. Employees that have scheduled leave for the end of the pay period should record the leave in the timecard and approve their timecard on their last day on the job before their leave begins.     
Can I approve my timecard in advance of the next pay period?
  • Yes, but generally this should be done only if you will be on leave for that period of time.  It is not recommended that timecards be approved more than one pay period in advance.  
What should I do if I need to make a change to my timecard after I've approved it?
  • As long as Payroll has not signed off on the timecard, you can remove your approval and make edits.  Note, however, your supervisor must remove his/her approval first if they have already approved your timecard.  
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What is the deadline for my manager to approve my timecard?
  • Managers should approve employee timecards no later than noon on the Tuesday following the close of the pay period.    
What should I do if I need to make a change to my timecard after my manager has approved it?
  • First, your manager will need to remove his/her approval.  You will then need to remove your approval from your timecard in order to edit it.  After you edit your timecard, you and your supervisor will need to approve your timecard again.
  • Alternatively, your manager can remove their approval and make the change to your timecard for you. You will receive an email alert that a change was made to your timecard by the manager.  Your manager will need to reapprove your timecard once the edit is made.
What happens if my manager is unable to approve my timecard?
  • Your manager will arrange for another manager to approve your timecard in their absence.  If your timecard remains unapproved at the end of the pay period, Payroll will work with your department MCtime representatives to insure that your timecard is approved by a backup supervisor or manager. 
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Schedules in MCtime

My schedule in MCtime is not correct.  How can this be corrected? 
  • Contact your supervisor or your department's MCtime representative or SME.  A  Schedule Change Request Form must be submitted to the MCtime office to correct the schedule that pre-populates your timecard. The form must be approved by a supervisor or manager and may be faxed to the MCtime Office at x7-9724.  If your schedule is incorrect, you should edit your timecard so that it reflects what you actually worked in the pay period.

    A separate Schedule Change Request for Compressed Schedules form must be submitted if you are assigned to one of the compressed schedules (i.e. compressed Schedule A, B, C or D) with every other Friday or Monday scheduled off.
The schedule that pre-populates the timecard for one of my employees is incorrect.  How can this be corrected?
  • Complete the Schedule Change Request Form  and fax it to the MCtime office at x7-9724.  The completed form may also be emailed to the MCtime mailbox at [email protected] .
    If the employee is assigned to a compressed schedule (schedule A, B, C or D), the Schedule Change Request for Compressed Schedules form should be submitted.
  • The start and stop times under the Totals and Schedule tab, located in the lower right portion of an employee's timecard are start and stop times used to generate durations of time such as 8, 9, 10 hours, etc. MCtime will update changes to a schedule where the durations and/or days worked need to be altered - not the start and stop times of a particular shift.
How do I edit my timecard for the current pay period if my schedule is incorrect?
  1. You should edit the timecard so that it reflects what hours were actually worked.  You should change the pre-populated hours and record what was actually worked.
  2. Managers and supervisors should submit a Schedule Change Request Form to correct the schedule for the next pay period.  A Schedule Change Request for Compressed Schedules form should be submitted in the employee works a compressed schedule.
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Overtime Hours in MCtime

How do I record overtime hours worked in MCtime?
  • Simply increase your Hours Worked for the day.  You'll need to record the additional hours worked in a new row only if the hours need to be charged to a different Cost Center-Fund or Project-Task code with Expenditure Org and/or Reason Code.
MCtime calculated overtime pay but I want to receive comp leave earned instead.  What do I do?
  • Your supervisor must make the change for you.  Ask your supervisor to perform a Pay Code Move to change your overtime pay to comp leave earned.  This change must be made before your supervisor approves your timecard for the pay period.  
MCtime calculated compensatory leave earned but I want to receive overtime pay instead.  What do I do?
  • Your supervisor must make the change for you.  Ask your supervisor to perform a Pay Code Move to change your comp leave earned to overtime pay.  This change must be made before your supervisor approves your timecard for the pay period.   
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Multilingual Pay Differentials 

If you are eligible for Multilingual Pay, and an unrepresented employee or represented by the MCGEO or IAFF bargaining unit agreement, MCtime will automatically calculate the differential based on both  your regular hours worked and any excess hours that you work. The multilingual pay differential will automatically be added to your timecard totals and will not display in the body of your timecard.  In the employee view, you must click on the Totals Summary link to view your Multilingual Pay Differential hours. 

For employees represented by the FOP bargaining unit agreement, MCtime will automatically calculate the differential on your regular hours worked.  Certified Officers will be paid overtime on the multilingual  differential only for the use of the skill during hours subject to overtime pay.  If the language is used and you are working in an overtime status, you must manually add the multilingual pay differential to your timecard by inserting a row for the overtime Multilingual Differential.  The MO3 - Multlilingual OT Basic, the MO4 - Multilingual OT Advanced, or the MO7 - Multilingual OT Expert pay codes are used to manually record the overtime multilingual differential, pay when the language is used in overtime status.

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Leave (Accrual) Balances

What are accruals?
Leave balances are referred to as Accrual Balances in MCtime.  The word leave balances and accrual balances are used interchangeably in all MCtime documentation.
When are the leave balances updated in MCtime?
  • Leave balances in MCtime are updated bi-weekly on the Monday morning prior to pay day (Friday), with the exception of MCGEO Sick Leave Bank, FMLA and PARENTAL leave which are updated nightly.   
How do I view my leave balances?
  1. After logging into MCtime, instead of clicking on My Timecard, click on My Reports. 
  2. Click on Accrual Balances and Projections
  3. In the "As Of" box enter today's date
  4. Click on View Report and your leave balances will be displayed.  You can print this report if you like.  All columns that display projected totals should be ignored.
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MCtime Changes with Oracle Implementation
How did MCtime change with the implementation of Oracle ERP?
MCtime changed with the implementation of Oracle ERP as of 12/19/2010.  Here is what was impacted:
  • MCtime employee id's were replaced by the employee's Oracle ERP employee id.
  • The codes that you enter to charge time to different accounts were replaced by new codes.   Index codes and grant years are no longer entered.  Cost Center-Fund, Project-Task, Expenditure Org and Reason Codes are now used.
  • Your home account information (what used to be your home index code, project code and grant year) no longer displays in MCtime.  This information is now maintained in Oracle ERP Labor Distribution.  Your department HR Liaison has access to this information, if needed.
  • All hours are now charged based upon the employee's Labor Schedule maintained in Oracle ERP Labor Distribution.  Employees and managers may override the labor schedule by entering account transfers into the MCtime.  
  • The organizational structure that displays in MCtime changed.  Department, division, section and subsection numbers (i.e. 7120-0201) have been replaced by text descriptions (i.e. LIB 71 Public Administration, Rockville Library).  In some departments, the organizational structure changed. The change in the organizational structure and display is noticed on Genies and reports by Managers.  This change was transparent to most employees.
  • Managers with expanded access (the ability to see more employees than just their direct reports) no longer have a hyperfind query to displays their direct reports.  A job aid is available to managers to recreate this query.  Refer to the tab: MCtime Resources.
  • Reports - Reports that detail hours by Cost Center-Fund, Project Task or Reason Codes must be executed thru Oracle ERP.  This information is no longer maintained in MCtime. 
  • Scheduled account transfers are no longer maintained in MCtime.  Timecards for many employees in DOT, HHS, DEP, HCA, FIN, OHR and BIT that have hours charged to multiple index codes or project codes no longer see the hours by account code pre-populated on their timecard. Scheduled account transfers are now maintained in Oracle HCM labor distribution. Employees no longer need to enter these codes into their timecard unless an override to Labor Distribution is necessary.
Many managers are unable to view the timecards of employees that terminated or retired from the County prior to December 15, 2010.  Managers that have department wide access to all employees will see these employees by using the Terminated Employees hyperfind query.  Managers should contact the Payroll within the Department of Finance if timecard information is needed on these employees.
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Managing Employee Timecards


How do I access and view one or more employee timecards?
  • Selecting one employee -
    1. Select any Genie from the Navigation Bar, e.g.. Pay Period Close.
    2. Select All Home or Direct Reports in the Show field to display the desired employees.
    3. Double-click on the name of the employee that you want to display. Alternatively,single-click on the name and then click on the Timecard launch icon in the upper right corner of the window.
    4. Once the timecard displays, change the Time Period as desired.
  • Selecting multiple employees -
    1. Select any Genie from the Navigation Bar, e.g.. Pay Period Close.
    2. Change the Time Period to reflect the desired time frame, e.g.. Previous Pay Period.
    3. Select All Home or Direct Reports in the Show field to display the desired employees.
    4. Hold the Ctrl key down on your keyboard and click on the name of each employee that you wish to view. This will allow you to highlight the names of multiple employees.
    5. Once you have selected the desired employees, click on the Timecard launch icon in the upper right corner of the window.
    6. The timecard for only one employee will display at a time. Use the right and left arrows that display next to the employee's name and id to scroll thru the timecards for all of the employee's selected. Alternatively, click the drop down arrow in the Name field. A drop down list of the selected employees will display.
  • Selecting ALL employees -
    1. Select any Genie from the Navigation Bar, e.g.. Pay Period Close.
    2. Change the Time Period to reflect the desired time frame, e.g.. Previous Pay Period.
    3. Select All Home or Direct Reports in the Show field to display the desired employees.
    4. From the menu bar, click Actions > Select All to highlight the names of all employees. Alternatively, you can click on the name of the first employee on the list and drag your mouse down to the last person on the list.
    5. Click on the Timecard Launch button to display the timecards for all employees.
    6. The timecard for only one employee will display at a time. Use the right and left arrows that display next to the employee's name and id to scroll thru the timecards for all of the employee's selected. Alternatively, click the drop down arrow in the Name field. A drop down list of the selected employees will display.
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How do I review the timecards for my employees?
The Pay Period Close Checklist provides step by step instructions for reviewing employee timecards. All managers and supervisors should use this checklist to review timecards prior to approving timecards.
Is there a job aid or checklist that guides me through the timecard review process?
Yes, all managers and supervisors should use the Pay Period Close Checklist when they review their employees timecards. The checklist provides step by step instructions.
What is the Pay Period Close Checklist?
The Pay Period Close Checklist outlines the process that all managers and supervisors should follow when they review their employee timecards.
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What is the deadline for managers to approve employee timecards?
Supervisors and managers should approve all employee timecards no later than noon on Tuesday following the close of the pay period.
How do I approve my employees' timecards?
Timecards should be approved by the manager after the review of the timecard has been performed and all corrections are made.
  1. Navigate to the Timecard Approvals Genie.
  2. Select the employees that you need to approve.
  3. Open the timecards for the selected employees by clicking on the Timecard launch icon.
  4. Review and approve each timecard. From the menu bar, select Approval > Approve. MCtime will ask you if you to verify that you want to Approve. Click Yes.
  5. Click on the arrow next to the employee's name to view the next employee timecard. Repeat step 4 for each employee. Continue until you have approved all your employees.
  6. Return to the Timecard Approvals Genie and click on the Refresh button.
  7. Confirm that all employee timecards have been approved. If not, repeat steps 2 thru 6 for any employees that you may have missed.
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What is a pay code move?
The Pay Code Move function is used by managers only to change the way overtime hours worked are compensated to employees. For example, if an employee earns overtime compensation as overtime PAY, the manager may change the form of compensation to Comp Leave Earned by performing a Pay Code Move.
When would I perform a Pay Code Move?
A manager would perform a Pay Code Move if the employee prefers to receive overtime pay instead of comp leave earned or comp leave earned instead of overtime pay. MCtime calculates overtime pay or comp leave earned based upon pre-established defaults. Generally, all non-exempt employees receive overtime compensation in the form of overtime PAY and all exempt employees receive overtime compensation in the form of comp leave earned.
  • If an employee typically earns Overtime Pay and requests to earn Comp Leave instead, you would perform a Pay Code Move to change the overtime compensation to Comp Leave Earned.
  • If an employee typically earns Comp Leave and requests to earn Overtime Pay instead,you would perform a Pay Code Move.
How do I perform a Pay Code Move?
Refer to the Pay Code Move Job Aid (click to access).
How do I change Overtime PAY to Comp Leave Earned?
Refer to the Pay Code Move Job Aid (click to access).
How do I change Comp Leave Earned to Overtime PAY?
Refer to the Pay Code Move Job Aid (click to access).
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How do I know which Comp Leave Earned pay code to use?
Refer to the second page of the Pay Code Move Job Aid (click to access).There is a table that displays the overtime pay codes that match to the comp leave earned codes.
How do I know which Overtime  pay code to use?
Refer to the second page of the Pay Code Move Job Aid (click to access). There is a table that displays the comp leave earned codes that match to the overtime pay codes.
I made a mistake performing a Pay Code Move. How do I fix it?
  • Once a Pay Code Move has been performed, a new tab will be added (where the Totals & Schedule tab is located), called Moved Amounts. Click on this tab and you will see all Pay Code Moves that have been performed for the pay period displayed. Right-click on the moved amount you wish to edit and then right click on Delete.
  • You must delete the moved amount and start over. You cannot edit a moved amount.
How do I see if a Pay Code Move has been performed on an employee's timecard?
If a Pay Code Move has been performed, a new tab will be added (where the Totals & Schedule tab is located), called Moved Amounts.
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How do I correct an employee's timecard that has NOT been signed off by Payroll?
  • If you have already approved the timecard, you will need to remove your approval in order to enter changes to the timecard. Enter the desired changes and then approve the timecard again.
  • The employee may enter changes to the timecard also given that both you (as the manager) and the employee removes all approvals to the timecard.
  • Payroll generally applies the sign off to all timecards on Wednesday following the close of the pay period.

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How do I correct an employee's timecard that has already been signed off by Payroll, In other words, how do I make corrections to timecards from previous pay periods

Memo announcing Timecard Correction Policy - Effective August 29, 2021

Depending on your department’s process, either a manager, supervisor, department’s MCtime Subject Matter Expert (SME) or designated Point of Contact (POC) will need to initiate the timecard correction process. The Department of Finance Payroll’s section has deployed a SharePoint workflow that will be implemented in 3 phases. The roll-out schedule for departments to utilize this workflow can be found  here . This SharePoint workflow can be accessed  here.

Note: This SharePoint workflow is only accessible to Montgomery County employees. Employees in other organization such SkyPoint, State’s Attorney’s office, Circuit Court, etc. (non-county employees), will be unable to use this workflow due to technical integration limitations. Non-County employees and FRS should continue to use the Timecard Correction Request for Prior Pay Period Form.

Questions or concerns should be directed to the Payroll Office at 240-777-8840 or  Finance, Payroll by email. The SharePoint workflow job aid can be found  here.

Timecard Correction Request for Prior Pay Period Form  (For non-County employees)

  • For non-County employees this form is used to submit corrections for timecards that have already been processed and signed off by Payroll.  The form must be approved and submitted by a manager. Managers may submit completed form by email to the  Finance, Payroll mailbox. Forms may also be faxed to 240-777-8843 and must reflect the manager's signature.
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An employee still shows up in my list as a Direct Report, but the employee Transferred, Retired, or Terminated. What should I do?
  • If an employee within your Direct Report view Transfers to another department, Retires from the County or Terminates from the County, the employee will remain in your view until the department has processed the employee in Oracle ERP and the Office of Human Resources has approved the Transaction - this may take 4-6 weeks after the last pay period the employee worked.
  • As a manager of a retired or terminated employee, you will need to continue to zero out or delete the hours for that employee and approve the timecard until that employee is officially terminated and no longer in your list of direct reports.
  • As a manager of a transferred employee, you will need to make sure that your department has processed the employee's transfer in Oracle ERP. OHR will then approve the transfer in Oracle ERP and the employee should then transfer to the new department. By the 1st Thursday of the new pay period, the employee should be in MCtime in their new department. If they are not, please contact the Departmental HR Liaison to follow up on the status of the transfer within Oracle ERP.
NOTE: If the employee is transferring to a newly created position or a position that is still occupied by another employee - OMB may become involved in the transfer and have to also approve the transfer in Oracle ERP; this could mean that the two departments may have to coordinate their efforts in reviewing and approving the employee's timecard.
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